The Ideas to Find the Best Event Venue – Figure out
The place you choose for your event can make a huge difference. There are many factors to consider when looking for a venue for a cocktail reception, huge multi-day conference, opulent awards banquet, business meeting, or industry event.
The Essentials
Location
Your guests should be able to easily access the event venue. If you're looking in a city, make sure it's close to a metro hub or station, as well as plenty of parking alternatives. If you're expecting out-of-town guests, choose a location with a selection of motels within walking distance to give your guests a variety of lodging options to suit their various travel budgets. If it's a multi-day event, look for a site that's close to visitor attractions so your attendees have something to do during their downtime.
Flexibility in terms of size and space
The size and capacity of the venue must be ideal: If it's too little, it'll appear packed; if it's too big, it'll appear empty and unattended. Most venues publish capacity numbers for all of their rooms, and you should aim for slightly less than the maximum capacity, never exceeding it. Also, look for a location that offers a variety of room sizes so that if you need to switch to a different room size due to registrations, you'll be able to do so as your plans proceed.
Audio-Visual and Catering Services
Whether you're organizing a morning press conference, an evening cocktail reception, a midday business meeting, or an elaborate dinner banquet, be sure the venue has experience holding similar events and has employees dedicated to your event to assist with menu planning, beverage selections, and A/V assistance. Venues with in-house catering and audio-visual services are great because they have all on-site and identify the space inside and out, as well as the ability to give innovative solutions on the fly if you or your guests require something unexpected on the day of your event.
Cost & Value
When it comes to selecting a venue, the price is frequently the decisive factor. Look for venues with reasonable rental costs that include room sets, linens, and other essentials. Some event venues will charge you $2,000 for the space only, with additional fees for tables, table linens and chairs. Make certain to inquire about what is included. Food and beverage minimums are optional for venues that do not demand them, giving you greater freedom to make the menu according to your budget.
Individuals
Make sure your location has knowledgeable, helpful, and kind staff! Even if you get the perfect location, caterer, A/V, and price, a grouchy or inattentive employee can completely derail the event. Inquire about how long the person you're working with has been there, whether they've managed comparable events to the one you're planning, and whether they'll be your point of contact during the planning process. The top venues will assign you an event manager who will work with you to oversee all aspects of your event's logistics and will become an extension of your team with a vested interest in making your event a tremendous success.
See us at The Plantation at Coal Creek for an event venue in OKC.
